Process modeling
Information System Design Process
Teppo Saarenpää
Modeling
• Modeling decribes how a system works, not how that system is technically designed or
implemented.
• Thus, modeling methods are used on a logical (where the action leads), not on a physical (how
something is technically implemented) level.
• Modelling can be used to describe::
• System logical processes and relationships and data flows between them (dataflow diagrams)
• Information in the system (ER diagrams)
• System operation as a whole, at a static and dynamic level (object analysis)
Modeling
• Knowledge of modeling methods is not an end in itself.
• Management of modeling methods is possible even without technical readiness.
• In modelling information systems, it is essential that the person (user) operating as part of the
system can also understand the modelled information system.
• The persons participating in the development project also get a common language for their
communication from the modelling methods, as long as the technical issues are detached from
the modelling of the entire functional system.
Structural design
methods
• The main idea of structured design methods is to
examine the object of design, the information system,
breaking it down into parts in terms of its functions.
• The same approach applies to the analysis of an
existing information system and the design of a new
system.
• The main purpose of modelling is also to increase
understanding of the selected problem area, i.e. how
operations take place in the real world.
• This is necessary so that the different parties involved
in the design of the information system are better able
to communicate with each other and jointly formulate
goals and requirements for the system being
developed.
Modeling methods used in structured analysis
• Data flow diagrams for modeling system functions.
• ER diagram for modeling system data content and data structures.
• State transition diagrams for modeling the time-dependent behavior of the system.
• Structural diagram for modeling program structures at the design stage.
• In addition, textual descriptions are also used as support.
• Event lists for modelling system inputs, outputs and impulses.
• Data directories for defining data contents.
• Process descriptions for detailed description of operations.
Process and project
Process Project
There is a sequence of actions to be There is a carefully planned project to achieve
performed that produce a defined result. a specific goal.
Related or influencing activities that convert An effort with defined start and end criteria,
input data or input into outputs. which are carried out in accordance with the
Repeated several times in the same form. resources and requirements defined to create
the product or service.
Each project is unique.
Characteristic of
process thinking
• Systemic thinking
• Customer centricity
• Goal-orientation
• Value-added activities
• Continuous development
Process chain of
events as a concept
• Processes are value-adding chains for the
customer, for which the company spends
resources.
• A process is a customer-to-customer chain that
can include internal or external customers.
• The process receives inputs to which added
value is produced through the process, thus
creating outputs.
• In a process, value-adding activities consist of
several interconnected events.
• The process needs and consumes resources,
which can be its own or acquired, and which are
limited.
Process diagram
Describe the progress of the activities, the factors involved, the order in which the work tasks are
performed, the duration of the work tasks and the transfer of responsibility for the performance of work
tasks from one person to another.
Processes are not limited to data processing processes only, as in logical dataflow diagrams.
Process diagrams are not always able to describe as effectively the information needs that arise or the
movements of the information itself.
In the analysis phase of information system development, process models can be used to see how the
work is currently carried out (as-is) and how the work will be done (to-be) in the future, supported by the
new information system.
Notations
• Notation is used to describe information system while modeling it.
• There are several different ways and tools for modelling processes, with different symbols.
• Provides ways to simplify the description of the system by excluding details that are irrelevant to
the review.
• Following tools can be used for notation:
• https://www.figma.com/
• https://app.diagrams.net
• https://demo.bpmn.io
• https://www.yworks.com/yed-live
Symbols used in the notation
• Event
• The beginning and end of the process
• Activity
• Plus means sub-activities/processes
• Gateway/selection
• Sequence flow
• Message flow
• Data object
• Swimlane
Business Process Model and Notation
https://www.omg.org/spec/BPMN/
2.0.2/PDF
http://www.bpmn.org/
• Graphic way of depicting
operational process
• For both technical staff and
financial persons
• Tendering request for
information as example
Example swimlane process
Collaboration process between patient and doctor
https://www.omg.org/spec/BPMN/2.0.2/PDF
Modeling the process with a swimlane
diagram
• The diagram shows who does what and when.
• The diagram begins by defining the business process to be described and the job roles involved in
performing it.
• Job role does not refer to a specific individual person, but to the author of the process. One person
can have multiple roles.
• Each role has its own column in the chart, i.e. a swimming lane, within which tasks are added.
• An information system can also be described as an actor.
• The tracks together form a pool.
Modeling the process with a swimlane
diagram
• The reading direction (workflow progression) of the chart is top-down and/or left-to-right, so it's a
good idea to plot the first process in the upper-left corner of the chart.
• The swimlanes of the work role are separated by a line, and the name of the role is written at the
beginning of the swimming track.
• Individual tasks in the process are described in a square box.
• The names of the tasks are given so that they indicate what needs to be done in the process
(order products, send an invoice, log in with a mobile certificate).
Modeling the process with a swimlane
diagram
• Reversing the instruction format is a good way to check the naming: it should tell you what the
outcome of the task will be (send purchase order the purchase order has been sent).
• The arrows from one task to another represent the flow of work, i.e. the transfer of work and the
sequence of work phases.
• Tasks drawn side by side (or on top of each other) can, if desired, reflect the simultaneous
performance of tasks.
• In selection situations, a diamond pattern or, for simplicity, only a branching arrow can be used.
• 5-9 tasks in the process diagram, which can be opened level by level with a new similar set.
Example swimlane process
Collaboration process between patient and doctor
https://www.omg.org/spec/BPMN/2.0.2/PDF
Why process modeling is important
Goals
• Spreading process thinking in the organization: it is found that a systematic way of describing
things actually helps in the development of operations.
• Stimulating discussion, for example, about the level of documentation.
• Increased transparency and cooperation between levels of government.
• Compilation of development proposals.
Why process modeling is important
Benefits
• In the development of information systems, the management of change situations becomes easier
when you know how things are impacting each other.
• Identifying possible gaps in documentation, communication, information security, etc.
• Clarification of inter-organizational and intra-organizational interfaces.
• Finding sources of information and those who need it.
• May also be part of a quality assurance system.
• The right need for personnel > makes it easier for staff to cope.
Good practices for process modelling
Clarity
• Start and end with the customer (internal or external)
• Stages of work in natural order
• Minimized loops, unnecessary work, work in progress
• Striving to make it smooth, clear and fast
• Performance is measured
Good practices for process modelling
Consistency
• Focus on the essentials – you don't have to describe everything
• What is critical to success
• Clearly describe what decisions are being made
• Describe in roles what parties are needed
• Order from left or top
• Are the correct things being done and are things done correctly.
• Branching process alternate or parallel
Good practices for process modelling
Acting as described
• The description is illustrative and visual
• May be multilevel
• Accuracy level thought out to be sensible
• It is worth including references to work instructions
• Accessible to all and acted upon
• Control to achieve goals
Process measurement
• A few key metrics
• Linked to the company's strategy and goals
• By themselves, they do not consume the resources of the process
• Examples:
• Input-related metrics
• Resources, consistency of inputs
• Process related metrics
• Lead time, efficiency, payback time
• Output-related metrics
• Quantity, revenue and quality of products
Lesson assignment 5
• Use the swimlane diagram to model the service process of a private clinic reception when the
staff does not have access to an electronic reservation and patient information system (as-is -
model)
• Model a target state for the clinic, where the service process is as automated as possible using
modern technology and operations are almost paperless (to-be -model).
• Groups, 45 min
• Continued on next page
Lesson assignment 5
Phase 1 Phase 2 Phase 3 etc.
Role 1
Role 2 (tasks) (tasks) (tasks)
Role 3
etc
• Prepare a task matrix in table form
• A more detailed description of the process
• The table can be used to supplement visual descriptions
Weekly assignment 5
• Explore lecture notes and following document
• Business process model and notation
• https://www.omg.org/spec/BPMN/2.0.2/PDF
• Do weekly assignment in It’s. Individual task.
Further reading for those interested
• JUHTA - Julkisen hallinnon tietohallinnon neuvottelukunta. 2012. JHS 152 Prosessien kuvaaminen.
https://www.suomidigi.fi/ohjeet-ja-tuki/jhs-suositukset/jhs-152-prosessien-kuvaaminen
• Luukkonen, I., Mykkänen, J., Itälä, T., Savolainen, S., Tamminen, M. 2012. Toiminnan ja prosessien mallintaminen. Tasot,
näkökulmat ja esimerkit. http://urn.fi/URN:ISBN:978-952-61-0697-7
• Martinsuo, M., Blomqvist, M. 2010. Prosessien mallintaminen osana toiminnan kehittämistä. https://urn.fi/URN:NBN:fi:tty-
201012131381
• Object Management Group. 2011. Business Process Model and Notation (BPMN). https://www.omg.org/spec/BPMN/2.0/PDF
• Vuokko, R., Mäkelä, M., Komulainen, J., Meriläinen, O. 2011. Terveydenhuollon toimintaprosessit : Terveydenhuollon yleiset
prosessit ja niiden tarkennukset. https://www.julkari.fi/handle/10024/80351
